Such transactions are called business transactions because they change a company’s balance sheet. They must therefore be documented – with receipts. The following document types are considered accounting documents: invoices, till receipts, cheques, etc.
What must a voucher contain?
As there are many types of receipts, only the minimum requirements can be described here. A voucher must contain at least the following data:
- Date and description of the business transaction
- Name and address of the issuing company
- Invoice number
- Document number (number assigned by your own accounting department)
- Total amount and itemized list
- Tax rate for invoices
- Net and tax amount for invoice amounts over 250 euros
- Signature of an authorized signatory, if applicable (not always necessary for machine-generated receipts)
This information is essential to ensure the accuracy and traceability of postings and to meet legal requirements.
Different voucher types
In accounting terms, the following documents are common voucher types:
- Invoice: A document that documents the purchase of goods or services and shows the amount to be paid.
- quittance: Proof of a payment, often used for cash payments.
- Till receipt: A small receipt issued for cash sales, listing the items purchased and the amount paid.
- Check: A written payment order that instructs a bank to withdraw a certain amount from an account and pay it to the recipient.
- Credit note: A document indicating a refund or correction of a previous invoice.
- Delivery note: A document that confirms the delivery of goods and contains details of the items delivered.
- Bank statement: A document that lists the transactions of a bank account over a specified period of time.
- Accounting document: An internal document that documents an entry within the accounting department, often used for internal settlements.
- Expense report: A document that lists an employee’s expenses for business purposes and is submitted for reimbursement.
- Credit card statement: A document that lists credit card transactions over a period of time.
These voucher types help to document a company’s financial transactions in a transparent and traceable manner.
Internal and external vouchers
Another basic category of accounting records distinguishes between internal and external receipts. This refers to the origin of the voucher.
- Internal vouchers are documents that were generated within the company itself. Examples include outgoing invoices, payslips, clearing vouchers, etc.
- External vouchers are documents that come from outside the company, i.e. do not originate from the company itself. Examples are incoming invoices, bank statements, etc.
Why have vouchers at all?
The phrase “no entry without a receipt” is one of the core principles of accounting. Vouchers are proof of all of a company’s economic activities; they provide evidence of a company’s financial processes during audits, before financial authorities or during internal controls.
FAQ for vouchers
What is a voucher?
A receipt or voucher is proof of a company’s financial transactions and is part of accounting. As a collective term, it includes invoices, delivery bills, receipts, etc. Receipts serve as proof of a company’s income and expenditure.
Is the voucher proof?
No. It is a record of the business transactions of a company.
Is a voucher also an invoice?
No. An invoice must contain mandatory elements, which in turn do not have to appear in an accounting document.
How do you distinguish vouchers?
As a first major distinction, you can sort by internal and external vouchers. Internal vouchers come from your own company and external vouchers from an external company.